TracCloud: Student Data Import
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TracCloud Technical Documentation
Importing Student Data into TracCloud
TracCloud can import data from any source as long as it's provided in the correct format. Using your current Student Information System (Banner, PeopleSoft, DataTel, etc) as a source, create files that match the specifications below. We will require at least two files- A student file and an enrollment/registration file. It's generally recommended to send data for the current term and one prior term in your registrations file, in case past registrations need to be kept active through the semester changeover.
- Import files must be in a flat-text format (.csv or .txt), comma or tab delimited, UTF-8.
- Comma delimited files must have quotes surrounding every field.
- A header row is required, and custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field.
- File names must be static, with each import upload overwriting the previous copies of the files.
- If you anticipate section's linked faculty changing, let us know, as this may require additional changes to your import process.
- Lab courses should be designated in the course information rather than the section. For example, "BIO100L".
There are no restrictions on column order, and optional columns can safely be excluded from your file if preferred.
Click the buttons below to view or download example files. The Section Schedule file is optional.
All import files will be uploaded to our SFTP server. The IP addresses for our SFTP server are listed below if you need to whitelist them.
| Primary | 3.135.4.128 |
| Failover | 44.228.245.56 |
Description of Import fields
| Type | Description |
|---|---|
| A## | Alphanumeric field with a specified maximum length |
| #B | Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value |
| Date | Date, formatted as YYYY-MM-DD |
| Double | Decimal # with up to 12 digits precision |
| Time | A specific time using a 24-hour format (HH:MM:SS), e.g., 13:45:00 |
| Duration | A duration stored in number of minutes, e.g., 90 |
Explanation on Required Fields
The TracCloud import process can be fairly flexible, but some fields are absolutely required, some are conditionally required, and others aren't required but are highly recommended.
| Type | Description |
|---|---|
| Yes | Required. |
| [Yes] | Required only if you're importing that data. E.g., Faculty.First_Name is required only if you're importing faculty in the first place. These groups of fields will have matching colors when necessary. |
| (Yes) | Technically not required, but highly recommended. Functionality will be lost if this field isn't imported. E.g., you don't need to import student email addresses, but students will not be able to receive emails without it. |
| {Yes} | Conditionally required based on whether or not you're importing other fields. For example, Section.Title and Course.Title. You can import both, you can import one or the other, but you cannot import neither. |
Available Student Import Fields
| Name | Type | Required | Field Description | Example |
|---|---|---|---|---|
| ID | #B | {Yes} | The unique numeric ID of the student, required if Other_ID isn't being used. | 19310045 |
| Other_ID | A40 | {Yes} | A secondary ID or handle for the student, required if ID isn't being used. | A19310045 |
| Other_ID2 | A40 | An optional tertiary ID or handle for the student. | dsmith1990 | |
| Barcode | A80 | A barcode ID for the student, required if scanners are used to log students in. | A2609376378 | |
| OtherStatus | A80 | An optional secondary status. Primary status is set automatically. | Registered | |
| Legal_First | A80 | The legal first name of the student. | David | |
| First_Name | A80 | Yes | The preferred first name of the student. | Dave |
| Last_Name | A80 | Yes | The last name of the student. | Smith |
| Middle | A80 | The middle name or initial of the student. | L. | |
| Street | A250 | The street address of the student. | 1234 E. Nowhere St. | |
| Apt | A80 | Apartment Number. | #46 | |
| City | A120 | City of the student address. | Tempe | |
| State | A80 | The state of the student address. Two-letter formatting displays best. | AZ | |
| Zip | A20 | The zip code of the student address. | 88881 | |
| Country | A80 | The country of the student address. | USA | |
| Home_Phone | A80 | The student's home phone number. | 555-555-5551 | |
| Work_Phone | A80 | The student's work phone number. | 555-555-5552 | |
| Cell_Phone | A80 | (Yes) | The student's cell phone number. Required for students to receive TextAlerts. | 555-555-5553 |
| A120 | (Yes) | The student's email address. Required if students are going to be receiving emails from TracCloud. | dsmith@school.edu | |
| Preferred | A80 | The student's preferred phone number, 1 = 'Home', 2 = 'Work', 3 = 'Cell', 4 = 'Email', 5 = 'Phone' | 3 | |
| Username | A120 | (Yes) | The student's username or handle. Required if students are going to be logging into TracCloud. | dsmith |
| Birthdate | Date | The student's birthdate. | 1970-01-01 | |
| Gender | A80 | The student's gender. | Male | |
| Ethnicity | A150 | The student's ethnicity. | Caucasian | |
| Major | A120 | The student's major. | Accounting | |
| Class | A80 | The student's class. | SO | |
| DegreeGoal | A80 | The student's degree goal. | AAS | |
| Cohort | A80 | The student's cohort. | 2017SP | |
| College | A80 | The student's college. | Nowhere State University | |
| Grad_Und | A80 | The student's graduate status. | Und | |
| DateStarted | Date | The student's start or enrollment date. | 2015-12-01 | |
| DateWithdrawn | Date | The student's withdrawn date. | 2015-12-02 | |
| ReasonWithdrawn | A128 | The student's withdrawn reason. | Reasons | |
| GradDate | Date | The student's graduation date. | 2020-10-05 | |
| GradDegree | A128 | The student's graduate degree. | AAS | |
| GPA | Double | The student's GPA. | 3.2 | |
| AccumHours | Double | The student's total accumulated hours. | 46 | |
| Fund | A80 | The student's fund. | Federal Work Study | |
| Pronouns | A80 | The student's preferred pronouns. | He/Him/His | |
| CustomData1-X | A80 | Custom fields, available for any purpose. Multiple custom fields can be used. | ? |
Available Registration Import Fields
| Name | Type | Required | Description | Example |
|---|---|---|---|---|
| Course.Subject | A40 | Yes | The subject in which the student is enrolled. | ACTG |
| Course.Course | A20 | Yes | The course number. | 100 |
| Course.Title | A120 | {Yes} | The name of the course in which the student is enrolled. The course title is only tied to the subject, such as "ACTG100". Required if Section.Title is not imported. | Intro to Accounting |
| Section.Title | A120 | {Yes} | The name of the section in which the student is enrolled. This overrides the course title if provided, allowing different sections to have unique titles. Required if Course.Title is not imported. | Intro to Accounting |
| Section.Code | A80 | {Yes} | The section code. Required if Section.CRN is not imported. | 03 |
| Section.CRN | A80 | {Yes} | The unique course reference number (cannot be reused). Required if Section.Code is not imported. | 123456789 |
| Section.Custom1-X | A80 | Optional custom fields relating to this section. Multiple custom fields can be used. | ? | |
| Term.Code | A80 | Yes | Term number for this enrollment. | 2022SP |
| Term.ActiveFrom | Date | (Yes) | Active start date. Required to use max appointment rules, center status, and term dates in reports. | 2022-10-01 |
| Term.ActiveTo | Date | (Yes) | Active end date. Required to use max appointment rules, center status, and term dates in reports. | 2022-12-31 |
| Faculty.OtherID | A80 | [{Yes}] | Faculty ID. Required if another identifier is not imported, such as email or username. | J25059 |
| Faculty.FirstName | A80 | [Yes] | Faculty First Name. | Jane |
| Faculty.LastName | A80 | [Yes] | Faculty Last Name. | Doe |
| Faculty.UserName | A80 | [{(Yes)}] | Faculty Username. Required if another identifier is not imported, such as ID or email. Required if faculty need to login to TracCloud. | JDoe |
| Faculty.Salutation | A40 | Faculty's salutation. | Dr. | |
| Faculty.Department | A60 | Faculty Assigned Department. | M262 | |
| Faculty.Phone | A80 | Faculty's phone number. | 555-555-5555 | |
| Faculty.Email | A120 | [{(Yes)}] | Faculty's email address. Required if another identifier is not imported, such as ID or username. Required for faculty to receive emails. | jdoe80@school.edu |
| Faculty.Custom1-X | A80 | Faculty custom fields. Multiple custom fields can be used. | ? | |
| Student.ID | A40 | Yes | The ID/OtherID of the student this registration is assigned to. | A123456789 |
| Registration.Grade | A40 | The final grade/withdraw code for this registration. Redrock will require a list of possible grades/codes to properly set this up. | B+ | |
| Registration.RegStatus | A40 | An optional registration status that can be used to deactivate certain enrollments. | Dropped | |
| Registration.ValidFromDT | Date | (Yes) | The start date of the registration. Required to activate registrations by date instead of term. | 2023-08-15 |
| Registration.ValidToDT | Date | (Yes) | The end date of the registration. Required to activate registrations by date instead of term. | 2023-12-15 |
| Registration.Custom1-X | A80 | Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades. | ? |
Section Schedule Import Fields [Optional]
| Name | Type | Required | Description | Example |
|---|---|---|---|---|
| Course.Subject | A40 | Yes | The subject. | MAT |
| Course.Course | A20 | Yes | The course number. | 100 |
| Section.Code | A80 | {Yes} | The section number. Required if Section.CRN not provided. | 45 |
| Section.CRN | A80 | {Yes} | The course reference number. Required if Section.Code not provided. | 123456789 |
| Term.Code | A80 | Yes | The term code. | 2022SP |
| Schedule.Days | A30 | Yes | Days of the week, formatted as MONTUEWEDTHUFRISATSUN. | MONFRI |
| Schedule.Time | Time | Yes | Schedule start time, military/24-hour format. | 13:00:00 |
| Schedule.Duration | Duration | Yes | The duration of this section schedule in minutes. | 50 |